Rental Car

• If renting a car, use one of the state contracted vendors for rental cars. Currently they are: Advantage, Avis, Budget or Enterprise.. Use your State Travel VISA card to pay for the rental, and accept or decline all insurance depending on what was decided when you called 1.800.VISA.911. Keep all original rental car gas receipts plus the rental car receipt. Decline all insurance it comes with your State Travel VISA card. Regardless of which rental car agency you use, you'll need to obtain a printed copy of the zero-balance receipt in order to receive reimbursement. For more information on policies regarding rental cars, please see the basic ordering agreement. Four-wheel-drive vehicles are only available for rental if the trip requires their use.
  
  

Personal Car Use

• Effective January 1, 2008, new mileage reimbursement rates will take effect for business travel. If you use a personal vehicle for university business, your reimbursable miles can be calculated at a rate of $0.46/mile. If road conditions require a 4-wheel drive vehicle, your reimbursable miles can be calculated at a rate of $0.48/ mile.
  
  
• Reimbursable mileage is still calculated as the number of miles you had to drive for business purposes in excess of your usual round trip commute.
  

Meals & Incidential Expenses

• Meal per diem rates may be found here.
  The authorized meal per diem rate may be claimed for each meal the traveler would normally have eaten while traveling. If a meal is included in a conference fee the meal shall not be claimed for reimbursement unless the meal is determined to be inadequate by the traveler. If a meal provided by a commercial carrier as part of the transportation ticket is deemed inadequate by the traveler then the per diem for that meal can be claimed. Travel before 9 am qualifies you for breakfast, between 11-2 pm for lunch, and after 5pm for dinner.
  
  The incidental expense per diem may be used for personal telephone calls, miscellaneous incidental tips such as bellhops and maids, and other miscellaneous items. These items will no longer be itemized on your Travel Voucher. For each day or part of a day while traveling you can request the Incidentals portion of the per diem without receipts up to the maximum for each city.
  
  For foreign travel the breakdown of the per diem and incidentals is 15% for breakfast, 25% for lunch, 40% for dinner, and 20% for incidentals.
  
  
• Meals during Single-Day Trips:
  If travel is wholly within a single day: Breakfast is reimbursable if business requires that traveler leave home before 5:00 a.m. Lunch is never reimbursable. Dinner is reimbursable if business requires that traveler return home after 8:00 p.m. Breakfast/dinner reimbursements for single-day trips are reported as income.
  

Receipts

• Keep original, itemized receipts for transportation, hotel, etc. Here is some frequently requested information about receipts.
  
  

Foreign Travel Assistance Program

• The University of Colorado provides assistance to employees who travel outside of the United States. Please refer to the University Risk Management website for more information.